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rSquared Team
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Adding a New User

  1. Select Users from the Navigation Tree and click the "Add New User" button; the “Create New User” screen appears:
    • User ID: Enter the new user's User ID for logging into rAbstract. The user cannot change this ID subsequent to initial set-up. Recommendation: Use an email address as the User ID to ensure each user within an Organization has a unique ID.
    • Password: Enter the new user's Password. Upon moving to the next field, the warning “Passwords must match!” appears to the right of the ‘Password’ field. This warning disappears when a matching password is typed into the "Re-Type Password" field. The user may change this password subsequent to initial set-up. Stronger passwords contain at least 8 characters and consist of a combination of upper and lower case letters, numbers and symbols.
    • Re-Type Password: Re-enter the password exactly as it was entered in the “Password” field.
    • Email: Enter the users email address. Upon moving to the next field, the warning “Email addresses must match!” appears to the right of the "Email" field. This warning disappears when a matching email address is typed into the "Re-Type Email" field. This is the email address that will be used (i) when the Organization Administrator sends emails from within rAbstract to users within the Organization; and (ii) to send email notification of critical dates to users (see the Project Administration section for instructions on how to set up users to receive critical date email notifications).
    • Re-Type Email: Re-enter the email address exactly as it was entered in the “Email” field.
    • User Status: From the drop-down list, select whether the user will have Full Access rights or Reports Only rights to the system. The User Status entered here will be utilized to filter roles to which a user may be assigned by a Project Administrator. Any user with a User Status of ‘Reports Only’ will not be able to enter/edit data within rAbstract – rather they will be limited to viewing reports, viewing scanned document images and receiving critical dates emails. The User Status drop-down list also includes a selection entitled “Disabled.” This selection is not used when setting up a new user. Rather, the Organization Administrator may disable a user at a later date if the user should no longer have the ability to log into rAbstract (examples include termination of employment, transfer to another department, etc.).
    • Admin User: Check this box if the new user will also be an Organization Administrator.
    • Personal Information: Enter remaining user data within the 9 Personal Information fields (First Name, Last Name, Address Line 1, City, State or Province, and Zip are required fields).
  2. Click “Create User;” a new row appears in pane 1 containing a record for the new user.

Attaching an Existing User

There may be times when it is necessary to add a user to the Organization (your Organization is called the “Primary Organization”) that already exists within a different Organization (for instance, if a consulting firm is used on a due diligence assignment and that consulting firm is a current user of rAbstract). If this is the case, an existing user may be granted access to your Organization by Attaching an Existing User. This keeps a user from having multiple logins.

  1. Select Users from the Navigation Tree and click “Attach Existing User.”
  2. Login Name: Enter the existing login name of the user to be attached to your Organization.
  3. Email: Enter the email address of such user.
  4. Click “Find.” rAbstract performs a search of all existing users in all Organizations. If the system does not find an exact match of both the Login Name and the Email, the following warning appears: "User does not exist! Please try again." If the system does find an exact match, additional User Information appears to verify whether this is the correct user to be attached to your Organization.
  5. Status: From the drop-down list, select Full Access rights or Reports Only rights for such user's Organization access. The User Status entered here is utilized to filter roles to which a user may be assigned by a Project Administrator. Any user with a User Status of ‘Reports Only’ is not able to enter/edit data within rAbstract – rather they will be limited to viewing reports, viewing scanned document images and receiving critical dates emails. The drop-down list also includes a selection entitled “Disabled.” This selection is not used when setting up a new user. Rather, the Organization Administrator may disable a user at a later date if the user should no longer have the ability to log into rAbstract (i.e., a due diligence assignment is complete and the user no longer needs access to the Organization, etc.).
  6. Admin User: Check this box if the attached user will also be an Organization Administrator.
  7. Click “Confirm User” to attach the existing user record to your Organization. The following confirmation message appears: User successfully added to this Organization. A new row appears in the upper pane containing the record for the attached user, and the Primary Organization for this user that is displayed will be different from your Organization.

Managing a User Account

At times, it may be necessary for the Organization Administrator to make changes to a user's account, such as providing a new password, changing an email address or unlocking an account.

  1. Select users in the Navigation Tree and highlight the user in pane 1; the “User Account Management” screen appears.
  2. Click “Edit.”
  3. To change a password, check the “Edit User Security” box, enter and re-enter the new password.
  4. By default, the “Is Locked Out” check box is unchecked. After 6 failed logins (i.e., incorrect login name or password), a user is locked out of their account and the “Is Locked Out” check box is checked. The Organization Administrator can unlock the account by checking the “Edit User Security” box, unchecking the “Is Locked Out” check box and entering/re-entering a new password.
  5. To change personal information of a user, check the “Edit Personal Info” box and make edits as appropriate.
  6. Click “Save/Close."

Sending an Email Message

The Organization Administrator may want to send an email to any or all users within their Organization.

  1. Select the user account to which an email will be sent in pane 1 and click “Send Email." If no user account is selected, the email will be sent to all users in the Organization; the “Email Notification” screen appears:
    • Subject: Enter the subject of the email.
    • Only Send To: Verify that the email is to be sent only to the selected user by checking this box. If the box remains unchecked, the email will be sent to all users.
    • Message: Type out the message that you would like the selected user(s) to receive.
  2. Click “Send.” A message box appears stating that the message has been sent. Click “OK."

Setting Up a New User

Users are set up at the Organization level and are assigned rights at the Project level.

Step 1: Adding

  1. Click "Admin" on the Menu.
  2. Click "Users" in the Navigation Tree.
  3. Click "Add New User" on the pane 1 toolbar.

User Information

  • User ID - Use the person’s email address
  • Password - Assign a password
  • Status - Choose from Full Access or Reports-Only
  • Admin User Box - Click if user will require administrative rights
  • Personal Information - Enter the User's Personal Information

Step 2: Enabling

Once the New Users have been created:

  1. Click "Dashboard" on the Menu.
  2. Select the specific Project.
  3. Select "Project User Security" in the Navigation Tree.
  4. Highlight the User and click "Edit" on the pane 1 toolbar.
  5. Select the appropriate Role.
  6. Change Project Status to "Enabled."
  7. Click "Save" on the pane 1 toolbar.

Step 3: Assigning Building(s)

  1. Select a User at the Project User Security screen.
  2. Click "Assign Building(s)" on the pane 2 toolbar.
  3. Assign Building(s) in the pop-up window using the arrows to move the desired Available Buildings (on the left) to the Assigned Buildings (on the right).
  4. Click "Save."

Step 4: Defining Email Notifications

This step defines the type of e-notification the user will receive and will allow to customize the standard notice that goes with the e-notice.

  1. Click "Dashboard" on the Menu.
  2. Select the Project.
  3. Select "Email Notifications" from the Navigation Tree.
  4. Highlight the User and click "Edit" on the pane 1 toolbar.
  5. Set the Type (typically this will remain as All – but can select financial only emails if appropriate).
  6. Set the Term: (time frame for critical dates) for most clients this will be Weeks 1-8.
  7. Set the Status to Enabled, Save (email settings will no longer be grayed out).
  8. Click "Default Email Settings" on the pane 1 toolbar to see the standard notice sent to each user and the interval, day of the week and time the e-notification will be sent.
  9. Click "Email Settings" (hyperlink in the last column) for the specific user to view the Default email.

Understanding User Roles

There are 5 standard roles for users in rAbstract:

  1. Client Administrator - Full access to all Client-level navigation tree sections.
  2. Project Administrator - Full access to all Project-level navigation tree sections and below.
  3. Abstractor - Full access to all Building-level navigation tree sections and below.
  4. Reviewer - Read-only access to all Building-level navigation tree sections and below.
  5. Reports Only - Read-only access to all reports.

When a new portfolio object (Client, Project or Building) is created, only the user adding the object will have access to it by default.

To add other users to the new object, simply enable the desired user(s) at the [object] User Security tree section desired and assign the appropriate role.

Example: A user with Client or Org Role can create a new Project or a New Building. However, all existing users who have Project or Building roles will not have access to this newly created data unless the creating user enables existing users to have access to the new Project and/or new Building.

User Password / Unlocking a User

If a User has attempted to login incorrectly 6 times, the system will automatically lock the User out and only Client Administrator can unlock the User or re-set the password, however a User can change their password at the login screen.

  1. Click "Admin" on the Menu.
  2. Click "Users" in the Navigation Tree.
  3. Click on the name of the specific User (to highlight).
  4. Click "Manage User Account" (this brings up the User Account Management screen).
  5. Click "Edit" and click "Edit User Security" (if the User is locked out, the “Is Locked Out” check-box will be checked).

Disabling a User

Once a User has been set up with a User ID, the User cannot be deleted nor can the User ID be changed. A User can be disabled.

When a User no longer needs access to a Project or Building and/or no longer requires the email notifications, the User should be disabled from all levels within the system. A user cannot be deleted, only disabled.

When a User is initially set up, they are assigned a role, enabled, assigned Building rights and enabled to receive email notifications. The process for disabling a User is to be performed in the reverse order as the set up, as follows:

Step 1: Unassign Building(s) for Email Notifications

  1. Click on your specific Project in the Dashboard.
  2. Click "Email Notifications" in the Navigation Tree.
  3. Click on the name of the specific User (to highlight), which will open pane 2, which will list all Buildings which have been assigned to the User for email notifications in the Assign Building field.
  4. Click "Assign Buildings," which will open the "Assign Notification Buildings" screen.
  5. Using the arrow keys, move the specific Building for which the User should no longer receive email notifications from "Assigned Buildings" to "Available Buildings" and click "Save."

Step 2: Disable Email Notifications

  1. Click "Email Notifications."
  2. Click on the name of the specific User (to highlight) and click "Edit."
  3. Set the Status to "Disabled" and click "Save" (email settings will now be grayed out).

Step 3: Unassign Building Access to a User

  1. Click "Project User Security" in the Navigation Tree.
  2. Click on the name of the specific User (to highlight), which will open pane 2, which will list all Buildings which have been assigned to the User in the Assign Building field.
  3. Click "Assign Buildings," which will open the "Assign Buildings" screen.
  4. Using the arrow keys, move the specific Building the User should no longer have access rights to from "Assigned Buildings" to "Available Buildings" and click "Save."

Step 4: Disable User

  1. Click "Project User Security" in the Navigation Tree.
  2. Click on the name of the specific User (to highlight) and click "Edit."
  3. Set the Project Status to "Disabled."
  4. Set the Role Name to "None" and "Save."

This process disables a User from a specific Building within a Project along with disabling the email notifications for such Building. If a User no longer needs access rights to a specific Project and you have followed the above steps for each Building within a Project, the User's rights need be disabled at the Project level.

Step 5: Disable at the Organization

  1. Click "Admin" on the Menu.
  2. Click "Users" in the Navigation Tree.
  3. Click on the name of the specific User (to highlight) and click "Edit."
  4. Set the Status to "Disabled" and click "Save."

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